TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Sonja El-Wakil - Associate Engineer
SUBJECT: “Silverado Trail Paving Phase L” RDS 20-04, Federal Project #STPL 5921 (083) - Award of Contract and Budget Transfer
RECOMMENDATION
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Director of Public Works requests the following for the Silverado Trail Paving Phase L Project:
1. Adoption of the resolution authorizing the Public Works Director or designee to sign the following California Department of Transportation (Caltrans) Program Supplement Agreements to administering Agency-State Agreement No 04-5921F57, RDS 20-04, Federal Project Number: STPL 5921 (083);
2. Award of the contract to O.C. Jones & Sons, Inc. of Berkeley, California for their low base bid of $1,264,275 with Additive Alternate No. 1 of $74,000 (night work), for a total contract cost of $1,338,275 and authorization for the Chair to sign the construction contract; and
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $1,821,037 in the Measure T Non-Operating Special Revenue Fund (SRF) budget (Fund 2440, Org 1220053), to transfer to Program 20042 offset by use of its available fund balance of $110,527 and additional $1,710,510 as soon as next quarterly disbursement is available (October, 2021); and
b. Increase appropriations by $1,821,037 in Program 20042 (Silverado Trail Phase L Project) budget offset by an increase in revenue from the transfer from the Measure T SRF budget.
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EXECUTIVE SUMMARY
The phased maintenance paving project on Silverado Trail, “Silverado Trail Phase L Paving Project,” (Oak Knoll to Hardman) RDS 20-04, will install new hot mix asphalt surfacing on Silverado Trail. The road repairs and paving will improve and maintain the road surface.
On May 18, 2021, the Board of Supervisors (Board) approved plans and specifications for the project and authorized the advertisement for bids. On July 29, 2021, FHWA issued the authorization for $689,000 of federal funding to the project construction phase.
Bids were opened on August 26, 2021, with the successful low bidder for Project RDS 20-04 being O.C. Jones & Sons, Inc. of Berkeley, California. Therefore, Public Works is requesting the Board of Supervisors (Board) award construction contract to O.C. Jones & Sons, Inc. for their grand total bid of $1,338,275, approve the proposed budget transfer from the available fund balances to fully fund the Projects, and approve authorization for the Public Works Director to sign the Caltrans Program Supplement Agreement authorizing reimbursement of allocated funds to the project. The purpose of the Program Supplement Agreement, presented herein for approval, is to set up the instrument by which the California Department of Transportation (Caltrans) can reimburse the County for the project expenses.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Fund 2040 - Org 2040500 - Project 20042 (Phase L, RDS 20-04) is funded by Measure T SRF with reimbursement funds allocated from the Federal Highway Authority to a maximum of $689,000. There is currently $110,527 available in Measure T SRF available fund balance. The request today is to transfer $110,527 upon Board approval and transfer the additional $1,710,510 as soon as revenues are received in Measure T SRF. Measure T SRF receives funds quarterly and the monthly average for FY20-21 was around $700K/month. May revenue of $802,369 has already been received by NVTA. Therefore, it is expected that when the next quarterly distribution of revenues is received (i.e. in October 2021), staff will be able to transfer the additional $1,710,510 into the Project budget. These amounts fund the entire project, but the County will receive $689,000 reimbursement from FHWA at the completion of the project. Funds from the reimbursement will be returned to the Measure T fund. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed project will improve the road surfacing on Silverado Trail. The requested approvals will allow for the construction phase of the project. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The project is expected to be complete within the Fiscal Year 2021-2022 budget. |
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Consequences if not approved: |
If not approved, the proposed project will not be completed and the condition of the existing pavement will continue to deteriorate resulting in escalating additional maintenance costs. |
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County Strategic Plan pillar addressed: |
Livable Economy for All |
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Additional Information: |
None |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Consideration and possible adoption of a Categorical Exemption Class 1: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]
BACKGROUND AND DISCUSSION
Silverado Trail, along with State Route 29, provides the valley with its primary north/south access routes. The Trail is divided (for planning purposes) into lettered segments, starting with A in Calistoga and finishing with M at Trancas Avenue at the Napa City line. The phase paving project on Silverado Trail, “Silverado Trail Phase L Paving Project,” RDS 20-04, Federal project number STPL 5921 (083) will install new rubberized hot mix asphalt to maintain the high traffic volume roadway. Phase L of paving is between and including the Oak Knoll Avenue and Hardman Avenue intersections. The current road condition has pavement condition of 51. The project will improve the road’s pavement condition index to 100, with an expected renewed life span of approximately 20 years. Additionally, the project will provide maintenance to the road surface, resulting in safer travel for the public.
On May 19, 2020, the Board of Supervisors (Board) approved funds to initiate design. On May 18, 2021, the Board approved advertisement of plans and specifications for the project. On July 29, 2021 FHWA issued the E-76 authorization of funds letter to the project. On August 26, 2021, bids were received and opened; please see the attached bid tabulation.
The lowest responsive base bid of $1,264,275 is from O.C. Jones & Sons, Inc. of Berkeley, CA. In addition, staff recommends award of Additive Alternate #1 (night work) for $74,000, for a total contract of $1,338,275. The total project budget, with the addition of construction management and contingency, is $1,871,037. Approval of the requested actions today will initiate construction. Construction is estimated to begin in September, 2021 for 30 working days. The Additive Alternate for night work is selected for construction, so that Napa County may act as a good neighbor to the valley community, to avoid congestion of daily traffic, and perform work with as little impact as possible during the harvest season.
O.C. Jones & Sons, Inc. is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community. Once the construction contract is awarded the County will contact the Napa County Workforce Investment Board (WIB) and require the successful contractor to contact the WIB and let the WIB know of its hiring needs.
ATTACHMENTS
1. Project Budget
2. Bid Results
3. Construction Contract
4. Resolution F057-STPL 5921(083)